Tips for finding the perfect place and hosting flawlessly impressive business meetings in Sri Lanka

Conducting a flawless and impressive meeting, either with your superiors or for your important clients can be a turning point for your career and business. However, a flawless meeting needs plenty of effort put to it, and has some key points that you need to pay attention to. Here are a few of those key points that will make any meeting impressive and flawless. 

Be well prepared for the meeting so that not a minute is wasted

One of the worse things you can do as a host of an important meeting, is to be less than well prepared for it. From what you’re presenting to the materials and documents used, make sure you have it all perfected before the big day. If you’re going old school, and using a power point presentation to get your points across, make sure that presentation is ready and “polished” and proofread several times before the date as well. This is especially true if you’re hosting the meeting out of the office, where chances for confusion are more.

Host it at the perfect location

Location is key to a flawlessly impressive business meeting. Ideally, having it at your own commercial building makes things less complicated. However, if you don’t have the luxury of owning a meeting room, or if it’s not impressive enough to wow your important clients, then hiring a meeting space is the best option for you. Meeting venues in Sri Lanka are not hard to find, as some of the leading hotels around the island (like Citrus Waskaduwa) have very impressive meeting rooms for business purposes. The important thing to remember is that it needs to have plenty of space to write in (most people still prefer old fashioned note taking), has good lighting (so that you’re not straining your eyesight throughout the meeting), has comfortable yet professional furniture and that it at has a strong Wi-Fi connection.

Make sure your location is technology friendly and has all required electronics that you require

As well as the above mentioned requirements, it’s also vital that the meeting room you choose is technology friendly and has all the required electronics that you require to conduct a successful and impressive meeting. Visiting the place before the date of the meeting is an obvious thing to do. Apart from making sure that the room is spacious and impressive enough, use this prior visit as an opportunity to make sure they have all the electronics and technology that you require; and make arrangements to bring with you what’s missing.

Make sure it is limited to only the required participants  

There’s nothing more tedious than having to sit through a meeting that is entirely irrelevant to you; and anyone in the business world can testify this fact. In order to make a meeting impressive, it’s vital that you limit the participants of the meeting to only the relevant people. Remember that being involved in the outer limits of a project does not mean they need to be present at every meeting involving the project. It’s more efficient to have only those who affect the turn of a project at the meeting. It also prevents anyone from feeling bored or left out.

Eliminate all possible distraction

While mobile phones certainly make life in the business world easier by having our emails and notifications just a fingertip tap away, it’s also a known fact that our mobile phones can distract us quite easily. Eliminate the possibilities of them disrupting your meeting by asking all parties involved to leave their mobile phone either outside the meeting room, or if they prefer having it on them, switched off entirely. Along with switching off the mobile phones, make sure there’s no extra time spent between each item in the meeting. This eliminates in office gossiping and related distractions.

If the meeting is to to be conducted for long hours, make sure to provide some snacks

Spending long hours bending against a desk can be hard, especially when you’re concentrating hard. But that tiredness is only amplified when you also have to go without food. If you’re hosting the meeting for a few hours, make sure you provide those at the meeting with snacks and coffee to keep them alert. If the meeting will last all day, it may be a good idea to organize your meals with a professional caterer. Catering services know the kind of food that can be served that will make the least amount of mess; even if eaten at the meeting room.